Front Desk specialist for Lviv office

• Cover the reception desk and provide a presentable Front Desk area.
• Communicate with the Business Center:

Add and delete access cards to the system.
Сontrol access to the Intellias space.
Make a monthly reconciliation with the Business Center Manager.
Communicate with the Business Center Manager regarding events, updates, incidences or any other requests in the Business Center. Inform Intellias employees about them.
Control and timely receipt of correspondence that arrive at business center ‘s physical address.

Maintain security by complying with office access procedures and physical security policy:

Purchase (if this provided by the system), issuance and inventory of personal, visitor and temporary access cards.
Record the daily employee’s attendance of the office in the online journal.
Access Control System: inventory, deletion, addition of access cards, provision of reports if necessary.
Video surveillance: providing reports, checking serviceability, checking whether there is a recording for the last 60 days, constant monitoring.

• Coordinate incoming telephone calls:

Determine the purpose of the call.
Provide information to the callers.
Take and relay messages to the appropriate person or department.

• Manage general and local teams-channels: monitoring, answering to questions, timely announcements.
• Meet guests, employees, excursion:

Direct and escort visitors to the appropriate person or department.
Record attendance of the office by guests, clients and other visitors in the online journal.

• Accessibility control of basic stationery in all meeting rooms and print-zones in the office. Applying to the Office Manager for stock replenishment in advance.
• Perform other clerical duties such as printing, copying, scanning, faxing.
• Work with all folders on the OneDrive that relate to the Administrative Department, especially: Online registers, NDA, Seating map, Contacts
• Assistance to the Office Manager in preparing the office for audits and events.
• Work with the types of employee seats and desktops:

Intems, OfficeSpace, Excel-SeatingMap.
Issuance of a fixed workplace types and table preparation for new employees.
Control office attendance of people with fixed workplace types.

• Work with tasks in Jira.
• Help with preparing of meeting rooms for meetings with customers, guests, trainings, etc. If necessary, help employees with meeting rooms reservation.
• Arrange transport for guests and top managers of the company upon request, if necessary.
• Help the Office Manager in such matters as:

Checking the availability of all the necessary products in the kitchen and the serviceability of kitchen appliances.
Communication with the cleaners, security and other contractors.

• Participate actively in searching for new contractors.
• Report on cash expenses.
• Work with logistics companies, departments, and addresses:

Send and receive parcels.
Collect information about the parcel (what it is, what it is for, which product it is part of and what material it is made of).
Resolve various conflict situations.
Interact with the IT department, the Finance department and the Legal department.

• Interact with all team members, with the Country Head and other departments of the company.

• English at Upper-Intermediate level (spoken and written).
• 1+ years of experience in a similar position.
• University diploma.
• Positive person with can-do approach.
• Excellent communication skills, ability to influence people.
• Highly detail-oriented and able to work autonomously.
• Able to manage multiple tasks and tight deadlines with confidence and ease.
• Able to prioritize and organize workload across the team.
• Flexible, fast in reaction and decisive.
• Independent, self-organized, proactive and accountable.